This procedure outlines the steps to be taken to process a payroll in USPS.
Preparing for Payroll:
Account Synchronization is run nightly via a scheduled job. If accounts were updated/added in USAS during the day then the Account Synchronization must be run manually to put USAS and USPS back in sync.
Go to USAS Integration/Account Synchronization
Click on Synchronize Accounts with USAS.
Wait (it can take a minute or two) until you receive the 'Account synchronization completed' message with a current date/time before proceeding.
Posting Periods
If you wish to begin payroll processing for the next month, but do not want that processing month to be current yet.
Go to Core/Posting Period
Click on Create at the top of the grid. Enter the Calendar Month, Calendar Year, and click Create. Do not click Current box.
This will Open the next month Posting Period and allow you to begin the payroll process.
The payroll that you are processing cannot be posted until the Posting Period is set to Current. To set the Current Month, go to CORE/POSTING PERIOD and click on the Current icon 
next to the Posting Period you are processing for. This will set the Posting Period to Current-True. You will want to verify in the upper right-hand corner of your screen that the current posting period is displayed. You will then be able to post the payroll.
_____1. Updates - Make any necessary changes/additions that are needed to Employee, Position, Payroll Item, Pay Distribution, Payroll Account, etc..
If you enter exceptions using Future:
____2. Payroll/Payroll Payments Future - Enter all time sheet data.
____3. Reports/SSDT Future Pay Amount Report
Reports/Report Manager/SSDT Future Pay Amount Report
Choose Report Options:
Format-Chose from drop down
Page Size-Choose from drop down
Orientation-Choose from drop down
Name-Defaulted but a report name can be entered
Summary Report-If you only want a summary report click on the box next to Summary
Beginning Effective Date (optional)
Ending Effective Date (optional)
Pay Groups (optional)
Click on Generate Report
____4. Enter and/or Import Attendance/Absence information.
Choose from the options below:
Employee Dashboard:
Go to the employee's Dashboard and search for the Employee. Select from the dropdown
On the Employee Dashboard select Attendance.
Click Create to enter one day or click Mass Add to enter multiple days.
Click Save
Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
Click on X to close the window
Attendance Grid.
Core/Attendance
Click +Create to enter one day or Click + Mass Add to enter multiple days, Click Save.
Posting Mode option is available, (No Posting to Payroll, Post to Current, Post to Future) If using Posting Mode make sure that you click +Post Selected Records to Future Payroll after you click Save to add the attendance entry
Click on X to close the window.
Import Absence. (This can be used to import from Red Rover, Frontline (Aesop), ESS, etc.)
Utilities/Attendance-Absence Import
Enter Import Detail:
Attendance Import File, Click Choose File and browse for file
Location Code
Post to Payroll Processing Options - N/A for Absence Importing
Combine Attendance Entries - N/A for Absence Importing
Allow Negative Leave Balances (if applicable)
Payroll Account to charge - N/A for Absence Importing
Click Import
Review Summary Counts on Screen
View ATTERR.CSV
Import Attendance (This can be used to import from Red Rover, Frontline (Aesop), ESS, etc.)
Utilities/Attendance-Absence Import
Enter Import Detail:
Attendance Import File, Click Choose File and browse for file
Location Code
Post to Payroll Processing Options - Choose option from dropdown.
Combine Attendance Entries - Yes, if desired.
Allow Negative Leave Balances - N/A for Attendance.
Payroll Account to charge - Choose option from dropdown.
Click Import
Review Summary Counts on Screen
View ATTERR.CSV
____5. Reports/Report Manager and process SSDT Attendance Journal Entry
Payroll Processing:
____6. Payroll/Payroll Processing and click Initialize New Payroll
Click Initialize New Payroll
Payroll Description - Description of payroll. This description will appear in the Description column of the grid
Pay Plan - Enter appropriate pay plan
Pay Cycle - Enter appropriate pay cycle
Start Date - Enter payroll beginning date
Stop Date - Enter payroll ending date
Pay Date - Enter pay date
Suppress Voluntary Deductions - Check the checkbox only if it applies to your payroll.
Ignore Direct Deposit - Check the checkbox if applies -all payments will be processed as paper checks.
Special Pay - Check the checkbox if applies - initializes payroll with no pay groups activated.
Select Pay Groups for payroll.
Optional: If your payroll includes multiple pay periods.
Click Add Date Range Selection
Enter Start Date and Stop Date for these pay groups
Click Initialize Payroll
____7. Check for any errors during initializing - Error Report.
Payroll/Payroll Processing
Click the Detail for the payroll being processed
Click Error Report
Review all Errors/Warnings/Info messages on the Error Report
Updating Payroll
Payroll Item changes automatically update the current payroll and can be viewed with a new Payroll Report.
If changes were made to Compensation record, do the following:
Payroll/Payroll Processing
Click the Detail for the payroll being processed
Click the checkbox for all pay group(s) associated with the Compensation changes
Click Update Payroll
___8. If you have additional items to add go to Payroll/Payroll Payments-Current.
Click +Create to enter payroll exceptions from pay sheets, time sheets, etc..
Payroll Reports for Review and Balancing
____9. Pay Report
Report Title- Default name is Payroll report. Can change if desired
Sort by - choose from drop down
Report Format- PDF, or choose from drop down
Being Each Employee on New Page- check if desired
Include Employer Payroll Item Amounts - default is checked. Can Uncheck if desired
Show only Report Totals - check if desired
Click Generate Report
Under the Report Summary, the Total Current and Total Future Gross by Pay Groups, should be used for balancing.
____10. Pay Amount Summary Report
Report Title- Default Pay Amount Summary Report, can be changed if desired
Report Output Format - Options are PDF, .csv, Excel-Data
Display Grand Totals - defaulted, can be changed if desired
Page Break on Employee - if desired check
Sort by- choose from drop down options
Include subtotals by selected sort option?
Select Specific Pay Groups?
click to select only specific Pay Groups, if desired. This can be helpful for balancing.
Click Generate Report
____11. Pay Item Detail Report
Report Title- default is Payroll Item Detail Report, can be changed if desired
Report Output Format - Options are PDF, .csv, Excel-Data
Sort by - Choose option from drop down
Begin Each Payroll Item on New Page - if desired check the box
Select the Payroll Items you want to appear on report. Move from Available to Selected.
Click Generate Report
___12. Pay Item Summary Report
Report Output Format - Options are PDF, .csv, Excel-Data
Click Generate Report
___13. Budget Distribution
Report Title - default is Budget Distribution Report, can be changed if desired
Report Output Format - Options are PDF, .csv, Excel-Data
Report Sort by Option - Full Account, or by Account Structure
Click Generate Report
____14. Pay Acct Distribution Detail Report
Report Title - default is Payroll Account Distribution Detail Report, can be changed if desired
Report Output Format - Options are PDF, .csv, Excel-Data
Report Sort by Option - Full Account, or by Account Structure
Click Generate Report
____15. Leave Report
Report Title - default is Payroll Leave Report, can be changed if desired
Report Sort by Option - Choose option from drop down
Click Generate Report
Posting Payroll
____16. Post Payroll
Click Post Payroll
Pop up Box with, “Are you sure you want to post this Payroll? If yes, Click Post.
____17. Budget Distribution Report -Final Copy with Treasurer’s Certificate for printing, if desired.
Enter Details:
Report Title - default Budget Distribution Report, can be changed if desired
Report Output Format - Options are PDF or .csv.
Report Sort by Option - Full Account, or by Account Structure
USAS Check number can be left blank
USAS Vendor Number can be left blank
Click Generate Report
____18. Payroll Account Distribution Report - Final Copy, if desired. Lists Pay Accounts and Employee Names.
Check and Direct Deposit Printing, Scheduling Email Notice
____19. Processing Payments -Direct Deposits, if printed.
Direct Deposits - Click Payroll Processing/Process Payments
Select Payment Options
Processing (select direct deposits)
Output Format (click on XML to transfer to printing software or PDF to print without software)
Bank Account (dropdown)
Sort by Option - choose from drop down option
File Name (auto populated)
Click on Process Payments
Transfer Direct Deposit XML file to check printing software
____20. Processing Payments - Checks
Checks - Click Payroll Processing/Process Payments
Select Payment options:
Processing (select checks)
Output format (click on XML for check printing software or PDF for format checks)
Bank account (drop down)
Sort By - Choose option from drop down
Starting Check Number - enter next check number
File Name (auto populated)
Click on Process Payments
Transfer checks XML file to check printing software
____ 21. Email Notices - creates direct deposit email notices
Date and time can be scheduled for a future date/time or sent immediately.
To send email notices - enter date and time you want the notices to be sent out (i.e. 3/15/25 12:09 PM)
Direct Deposit Form - choose from drop down
Click Schedule Sending of Selected email notices
Scheduled Email Notices can be viewed or cancelled by going to Utilities/Job Scheduler.
ACH File Report and Submission
____22. Direct Deposit ACH submission file for your bank
Reports/ACH Submission - ACH Submission Tab
Pay Date - default is current pay date, can modify if needed.
ACH source - choose destination Payroll/ACH Transfer
Include Employee SSN - choose from dropdown
Sort by - choose from dropdown
Report Format - Default is PDF, or choose from dropdown
Under Historical Payrolls, choose pay date for file by checking checkbox
Click Generate Report
Review Report for accuracy, this should match the Total Direct Deposits amount on the Final Pay Report.
If your district Pre-Notes new accounts, Click the Convert Pre-Notes on ACH File submission generation checkbox
Click Create Submission File
Submit File to bank.
____ 23. HSA ACH Submission file for bank
Reports/ACH Submission - HSA Submission Tab
HSA ACH Source - choose destination: Health Savings Account ACH
Include Employee SSN - choose from dropdown
Sort by - choose from dropdown
Report Format - Default is PDF, or choose from dropdown
Under Historical Payrolls, choose pay date for HSA file by checking checkbox
Click Generate HSA Report
Review Report for accuracy, this should match the Total HSA amount, Employee and Employer amounts processed during payroll.
Click Create HSA Submission File *Note that this process locks the payroll and will now longer allow the option to Un-Post the Payroll.
Submit File to bank.
Follow Up Payroll Items
New Hire Reporting, Retirement Reporting and Afford Report
____ 24. ODJFS New Hire Report and Creating an ODJFS New Hire Submission File
Reports/ODJFS Reporting/ ODJFS New Hire Report
Move the new employee(s) name over to the Employee to Report box.
Click Generate Report
To create the submission file Click Generate Submission File
Upload the submission file.
____ 25. SERS New Hire Report
Criteria needed for an employee to be on the SERS New Hire report:
An employee has to have a SERS =400 payroll item with the new employee box checked 
and hold a position that has SERS as the retirement code and a position hire date (both found on the Position screen) no more than 60 days before today's date for the employee to be eligible for the report.
Reports/SERS Reporting/SERS New Hire Report
View list for all new SERS New Hires.
Report Title-Default is SERS New Hire Report
To create a report click Generate Report
To create a submission file click Generate File
Save the file to a folder of your choosing and then upload to eSERS
____ 26. SERS Per Pay Report
Reports/SERS Reporting/SERS Per Pay Report
Report Title - default is SERS Per Pay Report
Report Format - Default is PDF, or choose from dropdown
Sort by - choose from dropdown
Check box if you wish to Begin Each employee on a new page
Show Detail on report, should be checked
Show informational messages on report, should be checked
Go to Pay Date and enter date
Enter the eSERS Pay Cycle from dropdown
Enter the eSERS Pay Cycle Code
Enter or choose begin date
Enter or choose end date
Go back up and Click Generate report
Check report for SERS Days, SERS Hours, and Amount Totals for accuracy.
Create a SERS Per Pay Submission File
All previous data from report generation should still be populated
Set Employees within submission file as reported to SERS should be checked
Click Generate Submission File
Click Generate Adjustment Only Submission File
Click Link to eSERS login and upload the submission file(s).
____ 27. STRS New Hire Report
Criteria needed for an employee to be on the STRS New Hire report:
An employee has to have a STRS =450 payroll item with the new employee box checked and hold a position that has STRS as the retirement code and a position hire date (both found on the Position screen) no more than 60 days before today's date for the employee to be eligible for the report.
Reports/STRS Reporting/STRS New Hire Report
View list for all new STRS New Hires.
Report Title-Default is STRS New Hire Report
To create a report click Generate Report
To create a submission file and submit to STRS in one step, click Generate Submission file and Submit to STRS
OR
To create a submission file click Generate Submission File
Save it to a folder of your choosing
Click choose file and find the file in your folder
Click Submit Uploaded File to STRS.
Use only one submission type!
____ 28. STRS Report Per Pay Report
Reports/STRS Reporting/STRS Per Pay Report
Report Title - default is STRS Report
Choose your sorting option (dropdown)
Choose the Payment Method (dropdown)
Enter int he Check or Transaction Number (not required)
Choose the Report Format (dropdown)
Go down to Historical Payrolls - click the check box next to the payroll you wish to create a report for
Go back up and Click Generate report
Check report for STRS Days and Amount Totals for accuracy.
Create a submission file click Generate Submission File and save it to a folder of your choosing
Click Choose File and find the file in your folder.
Click Upload
OR
Create a submission file and submit to STRS in one step, click Generate Submission file and Submit to STRS
Use only one submission type!
____ 29. AFFORD Report and Submission File - This report assists in determining if an employee will exceed 30 hours per week or 130 hours per month and therefore, be classified as full-time under the Affordable Care Act (ACA).
Reports/AFFORD Report
Choose your sort option (dropdown)
Enter or choose your Beginning Date
Enter or choose your Ending Date
Check the Exclude based on termination date box (if applicable)
Check the Exclude employees with insurance box (if applicable)
choose calculated based on number of weeks or months (dropdown)
Choose Calendar for calculating breaks (dropdown if applicable)
Select Pay Groups under Available by double clicking on pay group or clicking on pay group(s) and clicking right arrow
All chosen pay groups should be under the Selected box OR
If choosing specific employee(s) select the employee by double clicking on the name or click on the employee name(s) and click the right arrow.
Click Generate Report and review.
All previous data from report generation should still be populated
Click Generate CSV to create a submission file.
Process Outstanding Payables
____30. Processing/Process Outstanding Payables
Generate Payable Report -do before Posting Payables.
Click on Payable Reports to get a list of all payroll items to be paid
Report Output Format - PDF. Can be changed if desired.
Page Break On Payroll Item Code - Check the checkbox
Payment Cycle - If paying Payroll Item(s) by Payment Cycle, double click or highlight and click the right arrow to move the items to the Selected side or leave blank.
Payroll Item Configuration - If paying Payroll Item(s) by Payroll Item Configurations, double click or highlight and click the right arrow to move the items to the Selected side.
Click Full Report and verify.
Click Summary Report and verify.
Process Payables
There are 4 tabs to choose from according to preference (Payables by Payee, Payables by Item Type, Payables by Item Detail and Payables by Item Full detail.)
Payroll Cycle - If paying Payroll Item(s) by Payroll Cycle, double click or highlight and click the right arrow to move the items to the Selected Payables Summary side.
Select the Payables with the checkbox at top of grid.
Click Post
In the pop up window, enter the following:
Issued Date - Defaults to current date. Can be changed if desired.
Bank Account - Defaults to the ACH Source
Output Format - Choose XML or PDF format based on your printing software
Starting Check Number - Defaults to next available USPS check number
Click Post
Print the Payables Payment Report
Submit the XML output file to your printing software.
USAS - Employer Distributions and Payroll Posting
____ 31. Employer Distributions
Reports/Employer Distributions to create a detail report before submitting to USAS in next step.
Report Title-Defaulted to Employer Distributions. Can be changed if desired
Start Date-Enter or choose from calendar (pay dates)
Stop Date-Enter or choose from calendar (pay dates)
Payment Cycle-Optional
Sort Option - Choose from drop down
Subtotal Option - Choose from drop down
Use Only Employer Distribution Accounts - Checkbox is checked by default. Can be changed if desired.
Summarize individual amount detail- Checkbox is checked by default. Can be changed if desired.
Choose Payroll Item(s) wanting to process- Move from Available Payroll Items to Selected Payroll Items
Click Generate Report
Check Amounts and Accounts for accuracy.
Processing Employer Distributions Submission File to Submit to USAS.
USAS Integration/Employer Distributions Submission
Start Date-Enter or choose from calendar
End Date-Enter of choose from calendar
Payment Cycle-Optional
Use Only Employer Distributions Accounts- Box is checked as default. Can be changed if desired.
Choose Payroll Item(s) wanting to process- Move from Available Payroll Items to Selected Payroll ItemsClick Show Submission Preview
Click Show Submission Preview.
Review Employer Distribution Submission amounts
Click Submit to USAS
____ 32. Employer Share of Retirement Submission (If applicable, can also be done on a monthly basis)
Reports/Employer Retirement Share to create a detail report before submitting to USAS in next step.
Report Title-Defaulted to Employer Retirement Share Distribution Report. Can be changed if desired
Start Date-Enter or choose from calendar (pay dates)
Stop Date-Enter or choose from calendar (pay dates)
STRS Amount to Distribute - enter amount.
SERS Amount to Distribute - enter amount.
Click Generate Report
Check Amounts and Accounts for accuracy.
Processing Retirement Share Submission File to Submit to USAS.
USAS Integration/Employer Retirement Share Submission
Start Date-Enter or choose from calendar (pay dates)
Stop Date-Enter or choose from calendar (pay dates)
STRS Amount to Distribute - enter amount.
SERS Amount to Distribute - enter amount.
Click Show Submission Preview.
Review Employer Distribution Submission amounts
Click Submit to USAS
____ 33. Post Payroll to USAS
USAS Integration/Payroll Submission
Select the payroll to be posted and click POST TO USAS
A list of all accounts and amounts will appear.
Click the Submit to USAS button
A message will appear- that the file was successfully submitted to USAS.
Once approved or rejected on the USAS side, this page will be updated with the status.
In USAS:
____ 34. Transactions/Pending Transactions
A grid of Pending Transactions will appear
Click on the edit icon beside the transaction you want to post. There are 3 options: POST, REJECT, or VALIDATE
Clicking on Validate will validate the transaction and display any warnings or errors on the accounts.
Clicking on Post will display a popup containing the Pending Transaction Post Options.
Enter the transaction date
Bank account
Checkbox electronic if want an electronic disbursement
Select vendor if applicable
Clicking on Reject will display a popup containing a reason box. Once posted it will be sent back to USPS and removed from the pending transaction grid.
If the pending transaction is posted, the transaction will be in the appropriate grid in USAS.
Payroll transaction - the disbursement is created in Transactions/Disbursements. If a check number should be assigned you must go to the disbursement grid, select the check and click on 'generate print file'. If a check number does not need assigned then there is no further processing needed (other than to reconcile the check when appropriate).
Employer Share of Retirement - purchase order is created in Transactions/Purchase Orders
Employer Distributions - purchase order is created in Transactions/Purchase Orders
Processing Leave Accruals
____ 35. Process Leave Accruals
Processing/ Benefit Update and Projection
Report Title - default is Benefit Accrual Report
Report Format - PDF is default, select others from dropdown
Accrual Report or Accrual Projection Report - Projection produces a report, Accrual posts the accruals.
Run Projection first to verify, then once correct run Accrual Report.
Benefit Accrual Options - select from dropdown
Specific Accrual Date - enter date
Include ineligible Positions - check if applicable
Sort Option - choose from dropdown
Select Pay Groups - move Pay Groups to Selected side if desired, otherwise all will be selected.
Select Employees - move Pay Groups to Selected side if desired, otherwise all will be selected.
Generate Report